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Chief Executive Officer's Executive Assistant

2 months ago

Boston, Massachusetts, United States Handel and Haydn Society Full time
Job Overview

Handel and Haydn Society | Executive Assistant to the Chief Executive Officer

Reports to: President/CEO

Position Summary:

The Executive Assistant to the Chief Executive Officer (EA to CEO) is an essential member of the executive team, providing comprehensive support to the President and CEO. This role involves managing schedules and facilitating communication with staff, Board members, donors, patrons, and other significant internal and external stakeholders. The EA acts as a bridge between departments to ensure the effective execution of tasks and responsibilities assigned by the President/CEO.

The EA to CEO is instrumental in the seamless execution of major gift initiatives, planned giving, and comprehensive campaign efforts. Additionally, this position will offer support to the Development department in collaboration with the President/CEO and Board, providing opportunities for professional development and mentorship.

Key Responsibilities:

  • Assist the President/CEO in various capacities, including coordinating meetings and calls, arranging travel, managing invoices and expense reports, and completing special projects as assigned.
  • Support the President/CEO in fostering high-quality relationships with the Board, staff, donors, ticket purchasers, musicians, and other stakeholders.
  • Manage donor correspondence as directed by the President and CEO, ensuring timely preparation of proposals and related materials. Schedule meetings and maintain calendars efficiently.
  • Prepare briefings for meetings with major gift prospects.
  • Maintain donor and board relationship management within the Tessitura database, tracking major gift and campaign prospects, and assisting with data entry as necessary.
  • Draft correspondence that aligns with the sender's style and voice for various purposes, including invitations and follow-ups from events.
  • Conduct prospect research as needed, utilizing cultivation history in the database and donor research tools, and assist with screening prospects and donors.
  • Utilize Tessitura analytics to track overdue plan steps for portfolio managers and organize meetings accordingly.
  • Collaborate with the Development Coordinator to manage pledge tracking and the acknowledgment letter process for donors and Board members.
  • Prepare materials, handouts, and packets for donor solicitation and stewardship meetings, ensuring adequate supplies of major gifts materials.
  • Compile prospect lists for periodic reviews for internal campaign meetings with staff and meetings with volunteers.
  • Work closely with the development team to track, reconcile, and update campaign prospect notes, statuses, and giving data.
  • Coordinate with the Development Events and Operations Manager to assist in planning, preparing for, executing, and attending major gifts, planned giving, and campaign-focused events.
  • Perform other duties as assigned.

Qualifications:

  • Bachelor's degree and 3-5 years of relevant professional experience.
  • Excellent interpersonal and communication skills.
  • Strong research, organizational, problem-solving, and time management abilities.
  • Capacity to work independently in a fast-paced, deadline-driven environment.
  • Ability to maintain professionalism and discretion when handling highly confidential information.
  • Familiarity with Microsoft Office, Google Workspace, Zoom, and Tessitura is preferred.
  • This position requires regular office hours as well as occasional evening and weekend meetings and events.
  • Expected to support front-of-house activities at all subscription concerts.

The Handel and Haydn Society values the unique experiences of every individual and welcomes personal statements that enhance our understanding of candidates' qualifications. An equivalent combination of education and/or experience may fulfill these minimum qualifications. We appreciate all interest in this opportunity and look forward to engaging with candidates whose experiences align closely with this position description.

The Handel and Haydn Society is an equal opportunity employer committed to diversity in the workplace, striving to maintain a staff that reflects the traditions and voices of contemporary Boston.

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